Staff role permissions

Staff role permissions give you the ability to control the level of access your staff members have to the WellnessLiving system. These permissions allow you to limit your staff members’ ability to make modifications to your business configuration or access sensitive information. Limiting staff role permissions also makes WellnessLiving easier to use for staff members, because they will only be able to see the tools and options that are relevant to them.

Note Some user interface elements will not appear to staff members who are not granted the proper permissions. For example, the dashboard requires reporting permissions and will not appear to staff members without them.

To modify staff role permissions, see creating or modifying a staff role.

Below is a list of the permissions which you can configure for each staff role.

FieldDescription
LocationDetermines at which locations Business, Services and schedules, and Clients settings will apply will apply to staff members who are assigned this staff role. Your choices are:
  • Only my location – These permissions will apply at locations that are assigned to the individual staff member. For more information, see Setting a staff member’s locations.

  • All locations - These permissions will apply at all locations.
Global ControlSelect this checkbox to automatically select and enable all other permissions. Clear this checkbox to automatically clear and disable all other permissions.
BusinessSelect the checkboxes next to the business permissions staff members who are assigned this staff role should be able to manage for the business. Your choices are:
  • Manage Business - Select this option to automatically select and enable all business management options for this staff role. Clear this option to automatically clear and disable all business management options for this staff role. Business management options are:
    • Business settings only - Allow staff members to manage all business settings. For more information, see Business settings.

    • Manage locations - Allow staff members to manage business locations and settings. For more information, see Locations.

    • Manage franchise locations - Allow staff members to sign in to franchise locations without requesting permission from franchisees. This permission is only available to enterprise users with franchisor business accounts. For more information, see Requesting access to franchise locations (franchisor).

    • Setting closed days - Allow staff members to schedule closed days for the business. For more information, see Scheduling Closed Days.
InterfaceSelect the checkboxes next to the interface permissions staff members who are assigned this staff role should be able to manage for the business. Your choices are:
  • Look and Feel - Allow staff members to modify the look and feel settings to change how WellnessLiving appears to clients and staff members. For more information, see Customizing the look and feel of WellnessLiving.

  • Website Widgets - Select this option to automatically select and enable all website widget options for this staff role. Clear this option to automatically clear and disable all website widget options for this staff role. For more information, see Widgets. Website widget options are:
    • Manage widgets - Allow staff members to view website widgets.

    • Change widgets - Allow staff members to modify website widgets.

  • Manage WellnessLiving Achieve App - Allow staff members to manage settings for the Achieve Client App. These settings include upgrades or downgrades to the app plan and customizations to the app. For more information, see Achieve Client App.

  • Manage Partner Program - Allow staff members to view and enroll in the Partner Program. For more information, see Partner Program – Affiliate Tracking.

  • Activity Log - Allow staff members to view the activity log. For more information, see Activity log.
StaffSelect the checkboxes next to the permissions staff members who are assigned this staff role should be able to manage for other staff members at the business:
  • Manage staff - Select this option to automatically select and enable all staff management options for this staff role. Clear this option to automatically clear and disable all staff management options for this staff role. For more information, see Staff members. Staff management options are:
    • Manage staff profiles - Allow staff members to add, remove, and modify staff member profiles.

    • Change Staff Roles - Allow staff members to change which staff role other staff members are assigned.

    • Manage staff pay - Allow staff members to add, remove, and modify other staff members’ pay rates.

    • Manage time clock - Allow staff members to modify clock in and clock out times. For more information, see The time clock.
Service and ScheduleChoose which schedules staff members who are assigned to this staff role can access. Your choices are:
  • Only my schedules - Allow staff members to view and make changes to only their own schedule.

  • All schedules - Allow staff members to view and make changes to all schedules.

  • Custom - Allow staff members to view and make changes to specific schedules.

Next, select what changes staff members who are assigned to this staff role can make to the schedules that they can access. If this staff role’s access is set to Only my schedule or All schedules, your choices are:
  • Manage services and schedules - Select this option to automatically select and enable all schedule management options for this staff role. Clear this option to automatically clear and disable all schedule management options for this staff role. Schedule management options are:
    • Manage services - Allow staff members to add, remove, and modify services on the schedules that they can access.

    • Scheduling past services - Allow staff members to add, remove, and modify services that have already occurred on the schedules that they can access. This will allow the staff member to substitute instructors for these services.

    • Scheduling future services - Allow staff members to add, remove, and modify services that have not yet occurred on the schedules that they can access. This will allow the staff member to substitute instructors for these services.

If this staff role’s access is set to Custom, your choices are:
  • SERVICES: CLASSES - Under this option, select which Classes staff members can view and change. Select Only my schedules to only allow staff members who are assigned this staff role to view and make changes to their own Classes on the schedule. Select All schedules to allow staff members to view and make changes to all Classes on the schedule.
    • Manage classes - Allow staff members to add, remove, and modify Classes on the schedules that they can access.

    • Scheduling past classes services - Allow staff members to add, remove, and modify Classes that have already occurred on the schedules that they can access. This will allow the staff member to substitute instructors for these Classes.

    • Scheduling future classes services - Allow staff members to add, remove, and modify Classes that have not yet occurred on the schedules that they can access. This will allow the staff member to substitute instructors for these Classes.

    • View attendance lists - Allow staff members to view and modify attendance lists for Classes on the schedules that they can access.

    • Book Clients Unpaid - Allow staff members to book clients into Classes without payment.

  • SERVICES: APPOINTMENTS - Under this option, select which Appointments staff members can view and change. Select Only my schedules to only allow staff members who are assigned this staff role to view and make changes to their own Appointments on the schedule. Select All schedules to allow staff members to view and make changes to all Appointments on the schedule.
    • Manage appointments - Allow staff members to add, remove, and modify Appointments on the schedules that they can access.

    • Scheduling past appointments services - Allow staff members to add, remove, and modify Appointments that have already occurred on the schedules that they can access. This will allow the staff member to substitute instructors for these Appointments.

    • Scheduling future appointments services - Allow staff members to add, remove, and modify Appointments that have not yet occurred on the schedules that they can access. This will allow the staff member to substitute instructors for these Appointments.

    • View appointments - Allow staff members to view Appointments on the schedules that they can access.

  • SERVICES: ENROLLMENTS - Under this option, select which Events staff members who are assigned this staff role can view and change. Select Only my schedules to only allow staff members to view and make changes to their own Events on the schedule. Select All schedules to allow staff members to view and make changes to all Events on the schedule.
    • Manage enrollments - Allow staff members to add, remove, and modify Events on the schedules that they can access.
    • Scheduling past enrollments services - Allow staff members to add, remove, and modify Events that have already occurred on the schedules that they can access. This will allow the staff member to substitute instructors for these Events.

    • Scheduling future enrollments services - Allow staff members to add, remove, and modify Events that have not yet occurred on the schedules that they can access. This will allow the staff member to substitute instructors for these Events.

    • View attendance lists - Allow staff members to view and modify attendance lists for Events on the schedules that they can access.

    • Book Clients Unpaid - Allow staff members to book clients into Events without payment.

  • SERVICES: ASSETS
    • Manage assets - Allow staff members to add, remove, and modify BOOK-A-SPOT™ bookable assets on the schedules that they can access.
Online StoreSelect the checkboxes next to the store permissions staff members who are assigned this staff role should be able to manage for the business:
  • Manage the store - Select this option to automatically select and enable all store management options for this staff role. Clear this option to automatically clear and disable all store management options for this staff role. Store management options are:
    • Manage purchase options and packages - Allow staff members to add, remove, and modify Purchase Options.
    • Manage products - Allow staff members to add, remove, and modify products.

    • Configure product settings - Allow staff members to modify products settings.

    • Manage suppliers - Allow staff members to add, remove, and modify suppliers.

    • Manage store categories - Allow staff members to add, remove, and modify store categories.

    • Manage gift cards - Allow staff to add, remove, or modify gift cards.

    • Sell products and services in the store - Allow staff members to make a sale through the store. For more information, see Making a purchase.

    • Edit price at point of sale - Allow staff members to change prices of items in the shopping cart. For more information, see Applying a discount.

    • Manage Discount Codes - Allow staff members to add, remove, or modify discount codes.

    • Perform Cash Closeout - Allow staff members to closeout a till. For more information, see Performing a cash closeout.

    • Edit Cash Closeout history - Allow staff members to edit the data of previously performed cash closeouts.

    • Manage deposit on Cash Closeout Report - Allow staff members to take a deposit from a cash box while performing a cash closeout.

    • Edit transactions - Allow staff members to edit the date, time, amount, and payment method of previous transactions, excluding Virtual Terminal, ACH, and Card Swiper transactions.

MarketingSelect the checkboxes next to the marketing permissions staff members who are assigned this staff role should be able to manage for the business:
  • Manage marketing - Select this option to automatically select and enable all marketing management options for this staff role. Clear this option to automatically clear and disable all marketing management options for this staff role. Marketing management options are:
    • Manage automated marketing - Allow staff members to add, remove, and modify automated marketing campaigns and settings.

    • Manage daily deals - Allow staff members to enable, disable, and modify Groupon deals.

    • Manage client reviews - Allow staff members to respond to client reviews or flag inappropriate reviews. Flagged reviews will be reviewed by WellnessLiving.

    • Send Postcards to clients - Allow staff members to send postcards to clients from their client profiles or certain reports. For more information, see Creating or modifying a direct mailing campaign.
NotificationsChoose which schedules should determine which notifications are automatically sent to staff members who are assigned to this staff role. Your choices are:
  • Only my schedule – Only send notifications that relate to their own schedule to staff members who are assigned this staff role.

  • All schedules - Send notifications that relate to all schedules to staff members who are assigned this staff role.

Next, select the checkboxes next to the notification permissions staff members who are assigned this staff role should be able to manage for the business:
  • Receive all notifications - Select this option to automatically select and enable all notifications for this staff role. Clear this option to automatically clear and disable all notifications for this staff role. Notifications are:
    • Receive customer review notification - Send staff members a notification when a client leaves a review for the business.

    • Receive all service notifications - Select this option to automatically select and enable all service notifications for this staff role. Clear this option to automatically clear and disable all service notifications for this staff role.

    • SERVICES
      • Receive all class notifications - Select this option to automatically select and enable all Class notifications for this staff role. Clear this option to automatically clear and disable all Class notifications for this staff role.

      • Receive all appointment notifications - Select this option to automatically select and enable all Appointment notifications for this staff role. Clear this option to automatically clear and disable all Appointment notifications for this staff role.

      • Receive all event notifications - Select this option to automatically select and enable all Event notifications for this staff role. Clear this option to automatically clear and disable all Event notifications for this staff role.

    • SERVICES: CLASSES
      • Receive client class booking notification - Send staff members a notification when a client is booked into Class.

      • Receive client class cancellation notification - Send staff members a notification when a client’s Class booking is canceled.

      • Receive class attendance list - Send staff members a notification that contains the attendance list for a Class when the list is updated.

    • SERVICES: APPOINTMENTS
      • Receive new appointment booking/request notification - Send staff members a notification when a client books or requests a booking for an Appointment.

      • Receive appointment change notification - Send staff members a notification when any changes are made to an Appointment booking.

      • Receive appointment cancellation notification - Send staff members a notification when a client’s Appointment booking is canceled.

    • SERVICES: EVENTS
      • Receive client event booking notification - Send staff members a notification when a client is booked into Event..

      • Receive client event cancellation notification - Send staff members a notification when a client’s Event booking is canceled..

      • Receive event attendance list - Send staff members a notification that contains the attendance list for an Event when the list is updated.

    • STORE
      • Receive product re-order notification - Send staff members a notification when a product reaches its re-order level.

    • PRIZE REDEMPTION
      • Receive client prize redemption notification - Send staff members a notification when a client redeems their rewards points for a prize.
    Note You can set notification settings individually for each staff member by overriding their staff role notification settings. For more information, see Overriding a staff member’s notifications.
Rewards and ContentsSelect the checkboxes next to the rewards program permissions staff members who are assigned this staff role should be able to manage for the business:
  • Manage rewards and contests - Select this option to automatically select and enable all rewards program permissions for this staff role. Clear this option to automatically clear and disable all rewards program permissions for this staff role. Rewards program permissions are:
    • Manage leaderboard - Allow staff members to create contests via the leaderboard.

    • Reset total points - Allow staff members to clear the total accumulated rewards points for clients.

    • Configure Points - Allow staff members to manage rules that relate to the accumulation of rewards points. For more information, see Managing rewards point actions.

    • Configure Prizes - Allow staff members to set prizes and the number of rewards points required to redeem them. For more information, see Managing redeemable prizes.
ClientsChoose which clients staff members who are assigned to this staff role should be able to modify. Your choices are:
  • Only my clients - Allow staff members to only modify clients who are booked into that staff member’s services.

  • Clients from my location - Allow staff members to only modify clients who have the same set home location as the staff member.

  • All clients - Allow staff members to modify all clients.

Next, select the checkboxes next to the client management permissions staff members who are assigned this staff role should be able to manage for the business:
  • Manage clients - Select this option to automatically select and enable all client management permissions for this staff role. Clear this option to automatically clear and disable all client management permissions for this staff role. Client management permissions are:
    • Manage client profiles - Allow staff members to add, remove, and modify clients. For more information, see Client profiles.

    • View client details - Allow staff members to view client information throughout WellnessLiving.

    • View client passes and memberships - Allow staff members to view the passes and memberships section of client profiles.

    • Edit client passes and memberships - Allow staff members to modify passes and memberships that clients own.

    • Refund client transactions - Allow staff members to process refunds for client purchases.

    • Manage client billing and account balance - Allow staff members to view and modify the billing and account balance section of client profiles.

    • View client transactions’ details - Allow staff members to view detailed information about client transactions. For more information, see Understanding client transactions.

    • Client notes and warnings - Allow staff members to add and modify notes on client profiles.

    • Client flagging - Allow staff members to flag client profiles to prevent online booking.

    • Client types - Allow staff members to add, remove, and modify client types.

    • Client groups - Allow staff members to add, remove, and modify client groups.

    • Manage Transformation Log - Allow staff members to customize the transformation log.

    • Edit client transformation log - Allow staff members to modify client transformation logs.

    • View Client Notes/SOAP Notes - Allow staff members to view notes and SOAP notes about clients.

    • Edit Client Notes/SOAP Notes - Allow staff members to modify notes and SOAP notes about clients.

    • Send Email/SMS to clients - Allow staff members to send emails and SMS messages to clients from client profiles, reports, and attendance lists.
ReportsChoose what information should be displayed on reports to staff members who are assigned to this staff role. Your choices are:
  • Only my reports - Allow staff members to only view reports with their own information.

  • All reports - Allow staff members to view all report information.

Next, select the checkboxes next to the types staff members who are assigned this staff role should be able to view and modify:
  • Full report access - Select this option to automatically select and enable all report access permissions for this staff role. Clear this option to automatically clear and disable all report access permissions for this staff role. Report access permissions are:
    • Client report access - Allow staff members to view and modify client reports.

    • Attendance report access - Allow staff members to view and modify attendance reports.

    • Staff report access - Allow staff members to view and modify staff reports.

    • Sales report access - Allow staff members to view and modify sales reports.

    • Email report access - Allow staff members to view and modify marketing reports.

    • Cash closeout report access - Allow staff members to view and modify the Cash Closeout Report.

    • Franchise report access - Allow staff members to view and modify enterprise reports. This permission is only available to enterprise users with franchisor business accounts.

  • POWER SEARCH PERMISSIONS
    • Full power search access - Select this option to automatically select and enable all POWER Search permissions for this staff role. Clear this option to automatically clear and disable all POWER Search permissions for this staff role. POWER Search permissions are:
      • Edit power searches - Allow staff members to modify POWER Searches.

      • Delete power searches - Allow staff members to remove POWER Searches.

      • Share power searches - Allow staff members to share the POWER Searches they create with other staff members.
Task ManagementChoose which tasks staff members who are assigned to this staff role should be able to view and modify. Your choices are:
  • Only my tasks - Allow staff members to only view and modify their own tasks.

  • All tasks - Allow staff members to view and modify all tasks.

Next, select the checkboxes next to the task management permissions staff members who are assigned this staff role should be able to manage for the business:
  • Full task access - Select this option to automatically select and enable all task management permissions for this staff role. Clear this option to automatically clear and disable all task management permissions for this staff role. Task management permissions are:
    • Add tasks - Allow staff members to create new tasks.

    • Edit tasks - Allow staff members to modify existing tasks.
Was this article helpful?
(36 out of 37 people found this article helpful)
Still need help? Contact us
Cancel